Edit Daily Schedules

Edit Daily Schedules Overview Introduction This lesson introduces you how to edit a specific provider s daily schedule for a specific day. Objectives Upon completion of this module, you should: Edit a providers schedule Know how to create a Non-Clinic day Know of how to bump patients Know how to Freeze and Thaw time slots Know how to create Regular and Super slots Learn Tips and Tricks using the Daily Schedule Templates Screen Prerequisites Prior to taking this class you should have: Completed Advanced Workflow Scheduling Module 1, 2 and 3 Had at least 3 months of Scheduling experience 1

Introduction to Editing Daily Schedules The Scheduling Application is based on two types of schedules: 1. Master Schedules 2. Daily Schedules Master Schedules: Master schedules are the blueprint for daily schedules and allow each provider to design his or her schedule for each day of the week. The provider may have more than one master schedule, to accommodate various clinics or days of week. Editing a master schedule will result in permanent changes to the provider s schedule. Examples: A provider holds multiple clinics each week. Monday appointments are available 8:00-4:00. Wednesday appointments are available 7:00-2:00. Friday appointments are available 12:00-3:00. A provider associated with more than one department maintains different master schedules for each department. Daily Schedules: Daily schedules are schedules where appointments are booked. Created when a master schedule is distributed, the daily schedule provides a plan for each day and indicates available and non-available time slots for that day. Editing a daily schedule makes changes to a specific schedule for a specific provider on a specific day. Example: A provider must cancel his afternoon clinic tomorrow to attend a conference. 2

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Templates Templates offer a quick way to make alterations to daily schedules. The template overlays and replaces the existing daily schedule. Templates overlay by sessions. If the same change needs to be made to a number of daily schedules, rather than editing each individual daily schedule, you can create a template containing the change and transfer the template to the selected dates. Examples: A provider frequently cancels morning clinic to be at the hospital for emergencies. A provider needs to cancel multiple clinic days for vacation. This class will discuss how to edit a daily schedule and create and manage templates. Changes in the provider schedule can also result in appointments being bumped. As part of this class, we will also discuss how to bump appointments. 4

Getting Started: Editing a Daily Schedule You must have the proper security for the department, provider and location to Edit to a daily schedule. Steps used to edit a Daily Schedule: 1. Click on from the Vertical Tool Bar (VTB). 2. Select from the Horizontal Tool Bar (HTB). 3. The system will display the Daily Schedule Template Screen. Example: Daily Schedule Template Screen 5

4. Enter the provider and department for the schedule you need to edit. If the provider only has one department, the department will default. Press 5. The system will display the current month as shown in the screenshot below. Example: Daily Schedules and Templates 6. If you need to change to a different month, click on and click to display a list of the months. Once the month is selected make sure the correct year is also selected. Click to refresh the screen 6

7. Click on the date(s) of service that need to be edited. Once selected the system will display the date in the Selected column. The system will also display the number of days selected. Example: Daily Schedules and Templates 8. Click 7

Once you have identified the appropriate schedule, you will be on the Edit Daily Schedule Screen. You will add or edit the schedule using the Edit Daily Schedule Screen. Example: Edit Daily Schedule Screen 8

The top of the Edit Daily Schedule Screen displays the Header Information. Example: Edit Daily Schedule Header Information Field Definition Provider Department Date Booked Last Edit Displays the provider s name. Displays the appropriate department. Displays the Date of Service being edited as well as the Day of the Week. Displays a total of how many patients are booked for the day and then displays how many patients are booked for the AM and how many patients booked for the PM. Displays the username of the last user that edited the provider s schedule as well as the date the schedule was last edited and the time it was edited. 9

Example: Edit Daily Schedule Screen The middle section of the Edit Daily Schedule Screen displays the daily schedule. You will select the timeslots that need to be edited, frozen or deleted, etc; from this section. The bottom section of Edit Daily Schedule Screen displays actions codes that allow you to perform multiple actions on the daily schedules. The following section discusses the Time Slots and their Components and the use of the Action Codes. 10

Time Slots and their Components Provider schedules are composed of different types of time slots. These time slots define the schedule and determine which types of patients a provider will see during a day. Below is a definition of each type of time slot. Slot Types Explanation Components Regular Slots: Individual time slots reserved for a specific Appointment Type. Example: The provider wants to see a new patient at 9:00 a.m. TIME TYPE DUR AL 9:00 AM NPV 60 MIN 1 You can reserve multiple types of appointments at a specific time. Example: You can reserve the 9:00 a.m. slot to see 1 new patient, and 2 follow-up appointments. This means that 3 patients would be scheduled to arrive at 9:00 a.m. Example: TIME TYPE DUR AL 9:00 AM NPV 60 MIN 1 9:00 AM FUP 30 MIN 1 Time: The time the appointment can be scheduled. (Appointment) Type: The appointment type to be searched. Must be one of the provider s appointment types. Duration (DUR): Automatically pulls from the Provider Appointment Type Table. Allocation (AL): The number of patients to be seen for the Appointment Type and time. 11

Slot Types Explanation Components Non-Clinic Appointment Type Non patient time set aside in a provider s schedule such as meetings, vacations etc. Example: TIME TYPE DUR AL 9:00 AM UNA 60 MIN Conference Call At 9:00 AM this provider has a 60 minute conference call and therefore cannot see patients during this time. Time: The beginning time of slot. (Appointment) Type: The type of appointment(s) to be scheduled within the time slot. The provider must be set-up for the type of appointment being added or edited to the schedule. Duration (DUR): The length of the event must be entered. Allocation (AL): Not used as part of non-clinic slot. Comment: A free text comment used to describe the type of non-clinic slot Example: Conference call 12

Slot Types Explanation Components Specific Superslots: Superslots are defined ranges of time, divided into regular intervals that permit you to schedule a combination of Appointment Types. The end time of a superslot is the time at which the last appointment will be over not the time at which the last appointment may be booked. Superslots can also be used to create an either/or situation with the Appointment Types for that time range. Example: TIME TYPE DUR AL 9:00 AM 11:00 AM 30 MIN 1 NPV 60 MIN 2 FUP 30 MIN 4 In the above example, from 9:00 am to 11:00 am either 2 (NPV) new patients or 4 (FUP) follow-ups can be seen, or any combination such as 1 (NPV) New Patient Visit and 2 (FUP) s Follow-Up Patient s. Individual time slots within the superslot will be every 30 minutes, and will allow one patient per slot. Time Range: The range for appointment to be scheduled. Interval: Frequency at which appointments will be scheduled. Example: A patient to be seen every 15 minutes. Intervals cannot vary within a superslot. Generally, the interval is the lowest common denominator for the appointment. Example: If you wish to see 30 minute follow-ups and 1- hour new patient appointment with a superslot the interval should be 30 minutes. Repeat count: The number of appointments to be scheduled at each interval. Appointment Type: The type of appointment(s) to be scheduled within the time slot. The provider must be set-up for the type of appointment being added or edited to the schedule. Allocation: The maximum number of the appointment types that can be booked into this superslot. 13

Slot Types Explanation Components ANY Superslots: ANY Superslots allow any appointment to be booked into this time range. The system automatically makes this Appointment Type available for all providers. You cannot use the ANY Appointment Type for regular slots. Example: TIME TYPE DUR AL 4:00 6:00P 15 1 ANY 15 8 In the above example, the provider is willing to see ANY type of appointment between 4-6pm, up to a maximum of 8 appointments. Individual time slots in the superslot will be every 15 minutes and will allow one patient per slot. Time Range: The range for appointment to be scheduled. Interval: Frequency at which appointments will be scheduled. Example: A patient to be seen every 15 minutes. Intervals cannot vary within a superslot. Generally, the interval is the lowest common denominator for the appointment. Example: If you wish to see 30 minute follow-ups and 1- hour new patient appointment with a superslot the interval should be 30 minutes. Repeat count: The number of appointments to be scheduled at each interval. Appointment Type: In this example any appointment type that the provider is setup to for can be scheduled in this superslot. Allocation: The maximum number of the appointment types that can be booked into this superslot. 14

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Slot Types Explanation Components *ANY Exclusive ANY Superslots Denoted with an * before the ANY. When in the process of scheduling using this feature allows you to view what types of appointments should not be scheduled with in the superslot. Example: TIME TYPE DUR AL 2:00-4:000P 15 1 *ANY 15 8 (NEW) In the above example, between 2:00-4:00 pm the provider is willing to see ANY appointment type except a NEW appointment with a maximum of 8 patients every 15 minutes with one patient per slot. Time Range: The range for appointment to be scheduled. Interval: Frequency at which appointments will be scheduled. Example: A patient to be seen every 15 minutes. Intervals cannot vary within a superslot. Generally, the interval is the lowest common denominator for the appointment. Example: if you wish to see 30 minute follow-ups and 1- hour new patient appointment with a superslot the interval should be 30 minutes. Repeat count: The number of appointments to be scheduled at each interval. Appointment Type: *ANY You will be prompted to enter a list of Appointment Types to be excluded. Allocation: The maximum number of the appointment types that can be booked into this superslot. 16

Slot Types Explanation Components WLK Superslots (Walk-in Superslots) The system automatically makes the Appointment Type available for all providers. WLK superslots are not shown as available until the day of the appointment saving time in the schedule for same day appointments. WLK allows any defined Appointment Type to be booked as Walk-ins, however: 1. If booking an appointment for today, or a date in the past, the timeslots will display through a First Available Search. 2. WLK IN slots can be booked ahead of time by using Schedule Search. Note: Exclusive Walk-ins can be established by using *WLK (see Exclusive ANY superslots for details). Example: TIME TYPE DUR AL 2:00-4:000P 15 1 WLK 15 8 In the above example the 2:00-4:00P superslot is saving time in the schedule for same day appointments. Appointments can be scheduled in the superslot ahead of time by using the Schedule Search. Time Range: The range for appointment to be scheduled. Interval: Frequency at which appointments will be scheduled. Example: A patient to be seen every 15 minutes. Intervals cannot vary within a superslot. Generally, the interval is the lowest common denominator for the appointment. Example: if you wish to see 30 minute follow-ups and 1- hour new patient appointment with a superslot the interval should be 30 minutes. Repeat count: The number of appointments to be scheduled at each interval. Appointment Type: WLK or *WLK Allocation: The maximum number of the appointment types that can be booked into this superslot. 17

Slot Types Explanation Components Frozen Time Freezing a slot allows you to hide time in the provider s schedule from the First Available Search. You can only book into the slot through Schedule Search. The slot will be a darker shade of grey to indicate that a time slot is frozen. Example: TIME TYPE AL DUR Slot Comments Note: You can freeze either a regular slot or a super slot. Time: The time the appointment can be scheduled. (Appointment) Type: The appointment type to be searched. Must be one of the provider s appointment types. Duration (DUR): is automatically pulled from the Provider Appointment Type Table. Allocation (AL): The number of patients to be seen for the Appointment Type and time. 18

Slot Types Explanation Components Frozen Time with Future Thaw Date The time slot is frozen but will thaw on a future date. You can book a patient into a Frozen slot through Schedule Search or, through First Available Search once it thaws. The slot will be a darker shade of grey to indicate that a time slot is frozen but, to identify that it is a Freeze to Thaw slot in the Detail Schedule Search you will need to click on the [Show Detail] button and select the Frozen slot and click on the view the Thaw date. Example: tab to Time: The time the appointment can be scheduled. (Appointment) Type: The appointment type to be searched. Must be one of the provider s appointment types. Duration (DUR): is automatically pulled from the Provider Appointment Type Table. Allocation (AL): The number of patients to be seen for the Appointment Type and time. Note: You can Freeze to Thaw either a regular slot or a super slot. 19

Edit Daily Schedule Action Codes Action Code A C D E F L R S T W X B H V Y Action Code Description Add or Edit the session information (end time and location). Add or Edit Schedule or Session Comments. Delete a slot(s). Edit and existing slot. Freeze a slot. Select and unselect time slots in a session. Add a regular or non-clinic slot to the schedule. Add a super slot to the schedule. Thaw a slot(s). Define switch information for a slot/sub action code. S Set up Switch R Remove a Switch Expand or contract the freeze/thaw and /or switch information. Add or edit the description of a template. To define a threshold on a schedule. This actions code is available only when adding or editing masters and templates in the web. View the Audit Trail of edits made to a daily schedule. Add an end date to a master schedule. 20

Action Code: Action Code is used to add time into a session. The session must first be defined with an end time and a location. To edit the information for an existing session, select. The system will display a form at the bottom of the screen which you will specify the session, AM, PM or EVE. You can then add or edit the ending time and the location for the session selected. Note: EVE sessions have a system defaulted end time of 12:00 midnight. The user cannot override this defaulted end time. 21

Steps used to Add/Edit Sessions: 1. Use to define a session AM, PM or EVE to a daily schedule. Example: Adding a Session 2. Enter the End Time for the session that is being added. 22

Example: Entering an End Time 3. Using either military time or regular time put in the End Time for the session. Example: For 5:00 PM use 1700 or 5P or 5:00P 4. Enter the correct location either by mnemonic, location number or doing a dictionary pull by putting in the department initials. However, the system might automatically default the location. 5. Once you have the session added that is needed you will need to use other actions codes to add the time slots needed to define the session. Example: Regular slots or Superslots, Non-clinic slots etc. 23

Action Code: In order to add a Regular slot or a Non-clinic slot, use Action Code. The system will display a form at the bottom of the screen here you will specify which session to add a slot. Enter the time, appointment type and allocation, i.e., and the number of the appointment type to allow at that time. If the appointment type is defined as a non-clinic type, enter the duration in minutes you want the non-clinic type to be effective. Example: Edit Daily Schedule Screen 24

Steps used to Add Regular Slot: 1. Select Example: R-Add Regular Slot Screen 2. At the select or enter AM, PM or EVE. 3. At the enter the time you want the Regular slot to start. 4. At enter the appropriate appointment type. Click on to display a list. 25

5. At the system will automatically default the duration of the appointment type that has been selected. 6. At enter the number of patients to be seen in the timeslot. 7. At you can enter a free text comment. Example: Only Book Slot per MD 8. Click. If needed add an additional slot or click again to display the list of action codes. 9. Click to file and save. The system will display the following pop-up box. 10. Click to file and save the edits. 26

Action Code: Adding a Non Clinic Slot Example: Edit Daily Schedule Screen Steps used to Add a Non Clinic Slot: 1. Select the appropriate timeslots to be deleted from the sessions or use AM and/or PM session. to select the entire Use to delete the slots. 2. Select to add the Non-Clinic Slot. 27

Example: R-Add Regular Slot Screen 3. At select or enter AM, PM or EVE. 4. At enter the time you want the Non-Clinic slot to start. 5. At enter the appropriate Non-Clinic appointment type. Click to display a list. 6. At enter the amount of time. 28

Example: 5 for 5 minutes. 29

7. The system will bypass and branch to. 8. At you can enter a free text comment. Example: MD out of Office 9. Click If needed add an additional slot or click again to display the list of action codes. 10. Click to file and save. The system will display the following pop-up box. 11. Click to file and save the edits. 30

Action Code: In order to add a Superslot, click. First, specify which session to add the slot. Enter the begin time, the end time*, the interval and repeat count. * This is when the last appointment scheduled into this slot should be ending, not the starting time. Example: Edit Daily Schedule Screen 31

Steps used to Add Superslot: 1. Select. Example: Add/Edit Superslot Screen 2. At enter or select AM, PM or EVE session. Press 3. At enter the start time (you can use standard are military time). Press 4. At enter the end time (you can use standard are military time). Press 32

5. Enter the frequency in minutes that the provider will see patients at. Generally the interval is the lowest common denominator for the appointment. Example: If you wish to see 30 minute follow-ups and 1 hour new patient appointments within a super slot, the interval should be 30 minutes. Press 6. Enter the count (the number of patients the provider will see for each interval). Press 33

7. The system will branch to. Click and you will receive a choice of ANY or SPECIFIC. Example: Choosing ANY would permit any of the provider appointment types and that could be seen that will fit within the time range of this superslot. Example: Adding an ANY Superslot Note: To set the super slot up for WLK enter a Y at the 34

This feature allows defined appointment types to be booked as walk-in appointments. The defined appointment types are found through First Available searches if booking for today or a day in the past. They will not show up as available for future days. Example: Adding a Specific Superslot Instead of selecting an ANY super slot selecting SPECIFIC allows you to enter the appointment types and allocation (how many of each appointment type). Being specific with the super slot helps the schedulers know specifically what should be scheduled within the super slot. 8. At enter the appointment type(s) to be seen within the super slot (example: ROV, RET etc.). Press 35

9. Next, enter the number of how many of the selected appointment types will be allocated for the super slot at. Press 10. Enter any additional appointment types to be seen within the super slot and the allocation for each appointment type entered. Example: Add/Edit Specific Superslot Click. Note: The system will display the Add/Edit Superslot Screen again but, without any information. This allows you to add any additional superslots. If you do not need to add any additional superslots, click. 36

11. From the Add/Edit Superslot Screen the system will branch back to the Edit Daily Schedule Screen. If no additional changes to the schedule are necessary, click to file and save. 37

Adding an Exclusive ANY Superslot Example: Add/Edit Superslot Screen Steps used to add an exclusive ANY Superslot: 1. Select 2. At enter or select AM, PM or EVE session. Press 3. At enter the start time (you can use standard are military time). Press 38

4. At enter the end time (you can use standard are military time). Press 5. At enter the frequency in minutes that the provider will see patients. Generally the interval is the lowest common denominator for the appointment. Example: If you wish to see 30 minute follow-ups and 1 hour new patient appointments within a super slot, the interval should be 30 minutes. Press 6. Enter the count (the number of patients the provider will see for each interval). Press 7. The system will branch to the. The system will default to ANY leave as the default of ANY Press twice 8. The system will branch to. Click to display a list of appointment types. Enter the types of appointments you DO NOT wish to be seen in the super slot. 39

9. Click. The system will display the Add/Edit Superslot Screen again but, without any information. This allows you to add any additional superslots if necessary. If you do not need to add any superslots click. 10. The system will branch back to the Edit Daily Schedule Screen. From the Edit Daily Schedule Screen you can do any additional actions. If you do not need to make any more changes to the schedule click to file and save. 40

Action Code: To edit and existing slot, select the slot(s) and click. The system will branch to the appropriate bottom form depending on the type of slots chosen. A. On a Regular Slot, you may change the appointment type and/or allocation. B. On a Superslot, you may change the repeat count, and Appointment Type, and allocation. Example: Edit Daily Schedule 41

Steps used to Edit Slot(s): 1. Select the timeslot to be edited. 2. Select. 3. If you have chosen a Regular slot, the slot chosen will be in a form at the bottom of the page allowing you to edit the appropriate changes. Example: Add/Edit Master/Daily/Template Bottom Forms 4. Click 5. Click again to file and save. The system will display a pop-up box. 42

6. Click to file and save the edits you have made to the schedule. 7. If you have chosen a superslot the system will branch to the Add/Edit Superslot Screen. Example: Add/Edit Superslot Screen 8. The cursor will branch to. If the number of appointments per slot needs to be edited, make the appropriate changes and press the necessary changes.. Continue to make 9. Click. The system will branch back to the Edit Daily Schedule Screen. From the Edit Daily Schedule Screen you can do any additional actions. If there are no more changes necessary for the schedule click to file and save. 43

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Action Code: To select all the slots in a session, you may select one slot in that session and then select the session.. This will select all the timeslots in You can also use session if necessary. to unselect all the timeslots in a Example: Edit Daily Schedule 45

Steps used to Select/Unselect Session: 1. Select to select all the timeslots within the session. A will appear to the left of the timeslot(s) selected. 2. This can be used in conjunction with to delete an entire session when the provider is not going to be available. If will disappear. is selected all of the selected time slots 46

Action Code: To delete a slot or a series of slots, select the slot(s) and click Example: Edit Daily Schedule. Superslot Header Steps used to Delete Slot(s): 1. Select the slot to delete. A will appear to the left of the timeslot(s) selected. 2. Select at the bottom of the screen. After clicking the time slot will disappear. Note: 47

When selecting a superslot only select the header of the superslot. Do not try to choose individual slots within the superslot. 48

Action Code: Freezing slots allows you to hold time in the provider s schedule. The frozen slots could be used for working in urgent or emergent patients as well as holding time for when the provider may not be available to see patients. Example: Conference call, a meeting, etc. Example: Edit Daily Schedule 49

Steps used to Freeze Slots: 1. Select the slots to freeze. A will display to the left of the time slot. 2. Use at the bottom of the screen to freeze the timeslot. Note: When selecting a superslot only select the header of the superslot. Do not try to choose individual slots within the superslot. 3. A message will display at the bottom of the screen asking you to 4. Click to bypass the prompt. To the right of the time slot the system will display FREEZE to indicate the slot is frozen. A frozen slot will not display in a First Available Search. Example: Edit Daily Schedule 50

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Freezing Slots with a Future Thaw Date Freezing slots with a future date to thaw allows you to Freeze slots but, the system will automatically Thaw the slot. You must specify how many days prior to the date of service that is being edited that you want the system to automatically thaw the slot. If a slot is already frozen with a regular freeze (not future freeze/thaw) and you want to change the slot to a future freeze/thaw, you must first thaw the slot, then re-freeze the slot and apply the freeze/thaw information at the time you are freezing the slot. Example: Edit Daily Schedule 52

Steps used to Freeze Slots with a Future Thaw Date: 1. Select the slot(s) to freeze. A will display to the left of the time slot. 2. Use at the bottom of the screen to freeze the timeslot. 3. After selecting your slot(s) the following message displays: 4. Answer Y at. You will then be asked to answer the prompt as follows: Specify how many days prior you need the slots to thaw. The example below shows 2 days prior to the schedule date. Example: Add/Edit Master/Daily /Template Bottom Forms Screen 53

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5. Click. Freeze/Thaw will display on the right side for the timeslot(s). Example: Edit Daily Schedule 6. If there are no more changes necessary for the schedule, click to file and save. 55

Action Code: Action Code allows you to Thaw (unfreeze) a frozen slot(s). Steps used to Thaw Slot(s): 1. Select the frozen slot(s) to thaw (unfreeze). A will display to the left of the time slot. Example: Edit Daily Schedule Screen 56

2. Select and the slot(s) will be unfrozen. Example: Edit Daily Schedule Screen 57

Action Code: Action Code future freeze thaws and switches. allows you to see the detail information on Steps used to Expand/Contract: 1. Select. The detail information on the future freeze/thaws will display in the line underneath the slot. Example: Edit Daily Schedule screen with X-Expand/Contract Action Code 2. Selecting again will contract the schedule being edited (hide the detail). 58

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Action Code: Using allows you to enter free text comments under Session Comments and/or Schedule Comments. The comments entered display in a Schedule search and in Displays Schedules. The purpose of the comments is to put additional information on the schedule to help the schedulers when scheduling. Example: Overbooking By Doctor Only Example: Edit Daily Schedule 60

Steps used for Schedule Comments: 1. Select 2. The following screen will display: Example: Define Sessions/Comments Screen Schedule Comments Allows you to enter a free text comment about the daily schedule. The text you enter displays in the header of the providers daily schedule. You may enter up to 70 characters. These comments are mainly used by the Master Scheduler to label the schedule. If there are any comments previously entered in this box DO NOT delete this information. Session Comments Allows you to enter a free text comments about the morning, afternoon and evening sessions. The free text that you enter displays when doing a Schedule search and in Display Schedules. You may enter up to eight lines of 22 characters per line. 3. Enter the appropriate comment and click to branch back to the Edit Daily Schedule Screen. 61

Action Code: Switching an appointment type allows you to change the appointment type of a slot any number of days before the appointment day if the original appointment type is not booked. Example: You could switch the Initial Office Visit (IOV) slot to become 2 Return Office Visits (ROV) if the IOV slot is not booked two days prior to the appointment date. Example: Edit Daily Schedule Screen Steps used to Switch Actions: 1. Select the appointment slot to switch. You can do a switch on a Regular Slot or a Superslot. 2. Click 62

3. Selecting displays an additional set of Action Codes: Example: Edit Daily Schedule Screen 63

Steps for using Setup Appt Type Switch: 1. Click and the bottom form will display. The example below displays doing a switch on a Regular Slot. Example: Switch Slot Types Screen 64

2. Enter the new Appointment Type at. The system will default the duration of the new appointment type. Note: If the new appointment type s duration is less than the original appointment type s duration, the system will display the following message: 3. For the selected time slot enter the number of the selected appointment type to be seen. 4. Enter the number of days before the appointment date that the switch should take effect. 65

5. Click to branch to the Edit Daily Schedule Screen. Example: Edit Daily Schedule Screen Switch will display on the right side of the time slot. 66

6. Click to display the action codes. Click to display the detail for the switch. Example: Edit Daily Schedule Screen 7. Click to file and save. The system will display a pop-up box. 8. Click to file and save the edits you have made to the schedule. 67

Action Code: from Using Action Codes allows you to remove a switch. Steps used for Remove Switch: 1. Select the timeslot with the Switch that needs to be removed. Example: Edit Daily Schedule Screen 68

2. Click. The following screen will display: Example: Edit Daily Schedule Screen 3. Select. The system will remove the switch on the selected time slot. 4. Click to display all the action codes. 69

5. Click again to file and save. The system will display a pop-up box. 6. Click to file and save the edits you have made to the schedule. 70

Action Code: Action Code made to a daily schedule. allows you to view the Audit Trail of edits Steps used to View Audit Trail: 1. From the Edit Daily Providers Schedule Screen, enter the Provider, Department and, Date of the specific provider s schedule you wish to view the audit trail. Example: Edit Daily Providers Schedule Screen 71

2. Click. The system will branch to the Edit Daily Schedule Screen. Example: Edit Daily Schedule Screen 72

3. Select. If an audit trail is available the system will display the Daily Schedule Audit Trail Screen. Example: Daily Schedule Audit Trail Screen This screen displays the date and time of the edit, the username of the person who made the change, the transaction number, and the type of edit made. At the bottom of the screen there are two additional action codes. When more than one type of edit was made to the schedule at one time, a set of ellipses ( ) will display next to the type of edit. To see the other edits made select. 73

Steps used to View Audit Trail Transaction: 1. Select to see a before and after snapshot of changes made to a daily schedule. The system will display the Audit Trail Detail For Transaction Screen. Example: Audit Trail Detail for Transaction 2. Click to return to the Daily Schedule Audit Trail Screen. 3. Click from the Daily Schedule Audit Trail Screen to return to the Edit Daily Schedule Screen. 74

Actions from Example: Daily Schedule Template Screen Note: You must have proper IDX security to a daily schedule. The Scheduling Coordinator for each department has access. The action is limited to Scheduling Coordinator. is not discussed in this class If you need a daily schedule deleted, contact your Scheduling Coordinator for your department. 75

Steps used for : 1. Select the day that you wish to view the Daily Schedule. The system will highlight the date of day(s) selected. 2. Click and select. 3. The system will display the View Daily Schedule Screen. The screen displays the daily schedule for the day selected. Example: View Daily Schedule 4. The system only displays action codes that allow you to view information displayed for the daily schedule. 5. Click or to return to the Daily Schedule Templates Screen. 76

Steps used for : 1. Select the appropriate month to print Example: Daily Schedules and Templates Screen 2. Click and select. 3. The system will display the following pop-up box: If the printer does not default, enter/select the appropriate printer and click. 77

4. The system will print a screenshot of the month selected as seen below: Example: Printed Daily Schedule Template Screen Printing the screen provides you a hard copy of how many patients, and the percentage of patients, booked on clinic days. The system also displays any non-clinic days. 78

Steps used for : 1. If you need help on the Daily Schedule Templates Screen, click and select for a diagram of the symbols and additional information for the Daily Schedule Templates Screen. 2. The following screen displays when is selected. Example: Monthly Provider Schedule Legend From the above diagram, we will discuss a few of the Tips and Tricks for the Daily Schedule and Template Screen. 79

If you need to select all the days of a month, click on the title bar. Example: Provider is going to be out for maternity leave for two months Example: Daily Schedule Templates Screen Click on Title Bar to select the entire month If you need to select an entire week, click on the side bar to select the entire week. Example: Daily Schedule Templates Screen Click on side bar to select entire week 80

If you need to select all the same days of the month, click on the column header. Example: To select all the Mondays of the month click on the day of the week header. Example: Daily Schedule Templates Screen Click on the column header to select all the Mondays of the month 81

The Daily Schedule Template Screen displays a red bar on a day to indicate the day has been overbooked. The system displays a pencil to indicate the day was edited. Example: Daily Schedule Templates Screen Red Bar indicates the day has been overbooked The pencil indicates the day was edited The Daily Schedule Template Screen displays the percentage (%) of patients booked and the number (#) of patients booked for each day. The system also displays a visual indicator of the percentage booked for each day. Example: Daily Schedule Templates Screen Number of patients booked Displays percent booked. Yellow fill indicates percentage booked 82

The Daily Schedule Template also displays Non Clinic days and a blank day for days with no schedules. Example: Daily Schedule Templates Screen Displays Blank Days (Days with no Schedules) Displays Non-clinic Days Note: All of the above features can be used for Editing Daily Schedules or Templates. 83

Rules for Editing Superslots A superslot time range cannot be edited When a time within a superslot needs to be edited you first must delete the entire super slot. If appointments have already been booked into the superslot intervals, you will be prompted to Bump These Appointments. ON HOLD Feature If you are changing the times in a daily schedule so that some or all of the times will be the same, do not bump any appointments scheduled; put them ON HOLD until you recreate the time slots. The ON HOLD feature will cause the new, added slots to be filled automatically with those appointments being held provided they are scheduled at the same time. This will only occur, if the new slots begin at exactly the same times as the ON HOLD appointments. NONEXISTENT DAY A day that does not already have a schedule cannot be edited through the Edit Daily Schedule feature. BLANK DAY You cannot file a blank day. If you make a provider s day unavailable by deleting time from all sessions, you still need to define at least one non-clinic slot in a session before you can FILE your changes. LINKED APPOINTMENTS If the appointments you are bumping are linked to another appointment, you will be asked if you want to bump the linked appointment. 84

RESOURCES If a primary appointment is bumped, any attached resource appointments will automatically be bumped too. If you are editing a resource schedule that has priority one resources booked, you must first cancel the primary appointment, and then edit the resource provider s daily schedule as you wish. The appointment will need to be rescheduled later via the on-line bump list. 85

Lesson Summary In this lesson, you learned: How to edit a specific providers schedule for a specific day How to utilize the Action Codes on the Edit Daily Schedule Screen How to Add or Edit a session How to create Regular and Superslots How to create a Non Clinic slot for a specific day How to bump patients from a providers schedule for a specific day How to use the ON HOLD feature for the bump list How to Freeze and Thaw time slots How to add Session Comments to a schedule How to Edit a time slot Tips and Tricks for using the Daily Schedule Templates Screen Recommended practices and processes: If you are changing the times in a daily schedule so that some or all of the times will be the same, do not bump any appointments scheduled. Put the appointments ON HOLD until you recreate the time slots. If you are creating a Non Clinic day always use the Comment: field to document why the provider will not be available. Example: MD Out of Office or MD has Conference etc 86